HR & Administration Executive

About a company:

EMA Rubber Industries, established in 1996 in Pune, is a specialized manufacturer of high-quality rubber compounds, moulded rubber goods, and machinable rubber tubes. With over 40 years of industry expertise, the company serves key sectors including automotive, engineering, nuclear, and medical. EMA combines proprietary rubber formulations with precision manufacturing, delivering reliable, high-performance products. Known for its technical consultation and strict quality standards, EMA has built long-term relationships with clients like Tata Motors and Nuclear Power Corporation of India. The company is now focused on scaling production and expanding into new markets.

Job Summary:

We are looking for a proactive and detail-oriented Administrative Executive to oversee daily

administrative and facility operations. The role involves managing office supplies, vendor

coordination, document control, housekeeping, attendance tracking, and employee support. The ideal candidate will have excellent organizational and coordination skills to ensure the smooth functioning of the office environment.

Key Responsibilities:

1. Office Supplies & Inventory Management

● Maintain adequate stock of office and pantry supplies.

● Raise purchase requests, collect vendor quotes, and ensure timely procurement.

● Monitor usage and implement measures to avoid wastage.

2. Document & Record Maintenance

● Organize and file physical and digital records.

● Maintain HR and administrative documents in an accessible and compliant manner.

● Ensure documentation follows ISO and audit standards.

3. Housekeeping Supervision

● Supervise daily housekeeping tasks and ensure staff duties are performed effectively.

● Monitor office cleanliness, hygiene, and overall facility readiness.

● Ensure daily tea is prepared and served to staff.

● Oversee trash collection and cleanliness checks.

4. Attendance Monitoring & Payroll Assistance

● Monitor biometric attendance and generate attendance reports for HR/payroll.

● Track employee leaves and absences.

● Assist in generating provisional and final payslips.

5. Employee Onboarding & Welfare

● Facilitate new joiner onboarding including ID creation, desk allocation, and equipment

setup.

● Support internal employee engagement activities and welfare initiatives.

● Ensure seamless coordination of employee-related inputs for payroll.

6. Vendor Management & Procurement

● Maintain updated vendor and supplier contact databases.

● Obtain quotations, negotiate pricing, and coordinate purchase orders and payments.

● Track service quality and follow up on deliveries and service requests.

7. Goods Movement Coordination

● Coordinate dispatch and receipt of materials with logistics providers.

● Ensure timely shipments to clients/vendors and maintain delivery records.

● Oversee vendor payments related to logistics including courier, transport, and scrap

disposal.

8. Maintenance & Purchase Support

● Supervise routine office maintenance work.

● Purchase items needed for facility upkeep.

● Assist in procurement of consumables and packaging materials for production/dispatch.

9. Sales Coordination (Interim Support)

● Coordinate between sales, accounts, and dispatch teams for order processing and

execution.

● Ensure smooth flow of communication and timely updates on order status.

Requirements:

● Proven experience in administrative or office management roles.

● Strong organizational and multitasking skills.

● Good knowledge of Microsoft Office and basic reporting tools, google sheets,

● Familiarity with biometric attendance systems and ISO documentation practices and

Zoho software is a plus.

● Excellent verbal and written communication skills.

● Very good English skills and Marathi or Hindi

Preferred Qualifications:

● Bachelor’s degree in Business Administration, Management, or related field.

● 2+ years of experience in a similar administrative/executive assistant role.

● Fluency in English and local language.

Job Type: Full-time

Pay: ₹30,000.00 - ₹40,000.00 per month

Application Question(s):

• Thursday is weekly off

Location:

• Kharadi, Pune, Maharashtra (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: In person